Meeting opened at 7:05 p.m.

In attendance: Mike Cutting - Chair, Barbara Bartlett, Harold Whittemore, David Karrick, Peter Newman, and Selectman Richard A. Cook

Recorder of the minutes is Mary Whalen

Others present:

Laura Buono – Town Administrator

Selectman David E. Hartman

Judith Rogers

Martha Mical

Ed Mical

1. MEETING MINUTES

David Karrick made the motion to approve meeting minutes dated December 11, 2006. Harold Whittemore seconded the motion. All were in favor. The motion passed.

2. 2007 GENERAL GOVERNMENT

Laura explained the changes within Town Officers Salaries. The Town Clerk and Deputy Town Clerk salaries are now shown within the Town Clerk budget. The Town Administrator, Selectmen’s Secretary and Finance wages are shown within the Selectmen’s Office Wages. Payroll adjustments are not shown.

Elections: $200.00 has been budgeted for computer service on the Supervisors of the Checklist’s laptop.

Budget Committee was zeroed out; functions are completed within the Selectmen’s Secretary weekly hours.

Town Officers Expenses: The line has been broken down to show Tax Collector, Assessing Appraisal & Selectmen separately. Fifty hours for the year has been added to Appraisal, Laura explained that the Assessing Clerk has been assisting with code enforcement issues in regards to the history of properties.

Mike Cutting asked who is doing the enforcement. Selectman Cook explained that Peter Wyman is the Code Enforcement Officer for commercial projects and the Selectmen are the Zoning enforcers. Ed Mical added under the Planning Board once a project is accepted an account is established for an outside contractor to oversee the project during the building process. Laura added that it is not long into the future where a person will be needed solely for code enforcement.

The Committee asked about the funding within the Tax Collector’s costs for "binding of books", the binding is for a set of warrants. Mike asked if it would be wise to micro-film the remaining records that are stored in the Hunt Conference room for posterity sake. Judith Rogers added that micro-filming is affordable because the books are also being preserved. Some of the books are very fragile and to only micro-film the books may be costly because of the condition. Judith added with the support of the townspeople along with a grant from the State in the amount of $10,000 she would like to move toward a safer place to store the books. A representative from the State will analyze what is current and report back.

Laura explained a municipal accounting software package is budgeted within the Selectmen’s office. The current software is very limited. There will be an annual cost in the amount of $2,480 for support and updates.

Telephone has been moved into the Selectmen’s budget.

Preservation of records was moved out of Capital expenses to the Town Clerk’s budget ($10,000). Judith Rogers is in support of this change and hopes to always have the support of the Budget Committee. Last year 6 decades of Town Reports, a book on triangulation, a military book, and 3 property inventory books from the 1700 & 1800’s were preserved. It is estimated to preserve all the compiled records it would cost in excess of $100,000.

Planning Board has reduced Legal to $3,000. Laura recommends pulling Planning & Zoning together under a Land Use department and plans to present this concept next year. The office is now open to the public on Monday & Wednesday’s from 8:00 a.m. – 12:00 noon.

A quote has been received for the leveling of the Town Hall front steps (Capital Budget).

The usage of the Old Grade School was discussed. The Committee recommends that the Selectmen review closely the Town’s support of the existing programs at the Old Grade School in 2008. The Town currently subsidizes the rent for some of the programs that use the building. Laura has sent a questionnaire to the programs asking for specific information to be reviewed in 2008.

Emergency Management: The Committee discussed that the normal process for grant writing is to calculate a 10% administration fee. Is that being done? Laura explained the FEMA reimbursement does have an administration expense that could be funneled in that manner, but currently is not. The Emergency Management Director receives a stipend; Laura has submitted an increase to the Board of Selectmen. Laura added that the Selectmen may wish to consider granting a bonus to the Emergency Management Director when the grant money is received. A tremendous amount of time was required to file for the October 2005 flood and the May 2006 flood grant/reimbursement. The Emergency Director only receives a stipend in the amount of $1,053 a year. Other employees who have in the past applied for and received grants for their department are paid hourly/salary. Judith Rogers added that if an employee is able to offset their budget with a grant then they too should be receiving an administrator’s fee, grant writing is not part of anyone’s job description. Selectman Cook disagrees with Judith because those employees that do work on grants are salaried employees; they are paid to do their job.

The Committee asked about the status on the Riverwalk Project at Riverside Park. Selectman Cook explained that the project is finished. The damages from the flooding have been repaired, FEMA money was applied. Security cameras have been installed. A seasonal grounds keeper is still in the discussion stage, there is money in the budget to support this position. If the seasonal position is not filled the Committee recommends processing the contract mowing in a timely fashion before the recreation season begins.

Pillsbury Free Library will be reduced by $1,064.00

The Treasurer recommended removing the TAN Interest from the budget; it is no longer necessary with taxes being collected twice a year.

Hopkinton Landfill was increased for well monitoring.

The operating budget meets the Budget Committees recommendation of not more than a 1.8% increase.

Laura recommended that the Committee forward any questions to her pertaining to the budget before the December 21^st meeting.

The Committee asked if the Town’s portion for the Fire Department tanker needs to be appropriated again. Laura explained that the money has been raised through taxation ($12,500); the money will not be expended if the grant is not approved. The warrant article is non-lapsing until 2010. The money is indicated in the general fund as a reserve.

The operating budget plus the Capital expenses increased by 3.85%.

3. GENERAL COMMENTS

Selectman Cook asked if there was any discussion with the Fire Chief regarding a sprinkler system being installed within the Fire Department. Selectman Hartman explained that the Fire Chief is obtaining a cost.

Barbara Bartlett asked if there was conversation on what would happen with the current Fire Station if a new one was built. The subject has not reached that point, a location has yet to be determined.

Judith Rogers asked in regards to a sprinkler system being installed in the Fire Station if the insurance covers the contents and if so wouldn’t it be redundant to spend the money on a sprinkler system especially if the building is going to be replaced. Selectman Hartman explained that the building is set-up for the system and it was agreed that a sprinkler system in an important building such as the Fire Department is a good idea. Laura added you also need to add the safety of people if they are in the building and a fire should begin.

The Committee confirmed that there are no additional Capital expenses than what has been proposed. Selectman Hartman added that the Fire Department’s schedule for truck replacement, regardless if the tanker is replaced by a grant, there is equipment scheduled to be replaced within three years and there is no money being allocated this year to support that. It should be considered to add funding for the Fire Department equipment. The sequence of changing out the vehicles has changed due to the stretching of their use. The vehicle that will be replaced with a grant dates back to 1964, the next one scheduled is 20 years old and engine 2 scheduled to be replaced in 2009 will be 20 years old.

Next scheduled meeting is November 18, 2006.

Motion to adjourn 9:40 p.m.